“It’s beginning to look a lot like Christmas…” It’s that time of year again when good hotel maintenance management is planning for the holiday season. Hotel operations are quite different during this time of year based on weather, guest attendance, and projects that need completed before the New Year.

So, what goes into hotel maintenance planning? The short answer is making sure maintenance management knows the condition of all critical assets and has the capacity to schedule preventive maintenance, inspections, rounds, and work orders.

Hotel Maintenance Planning Tips

In order to ensure your maintenance plan won’t fail over the holiday season, it’s important to have the proper knowledge of your facility and a CMMS system. A hotel CMMS is the tool of choice for maintenance planning because it organizes assets so that inspection checklists and other work management can be more efficient and effective.

A CMMS also keeps all documentation in one place for facility managers to access warranties and contracts on all assets around the property. Document management is also helpful with knowledge transfer for new hires getting them up to speed on hotel policies and processes.

Now, let’s take a look at the most common assets to attend to during the holiday season.

Hotel Inspection Checklist Tips 

Kitchen – Being able to produce great food for parties is a must. Maintenance planning (even if it is outsourced to a vendor) for hotel kitchen assets can help avoid broilers or grills failing. Not surprisingly these assets account for 50% of all hotel utility costs so keeping them in optimal working condition also lowers operating expenses.

Hotel inspection checklists and maintenance should be conducted on the following:

  • Ovens
  • Broilers
  • Grills
  • Walk-in coolers
  • Freezers
  • Dishwashing units
  • Heat lamps
  • Fryers
  • Emergency equipment
  • Bar equipment

Bathrooms – Bathrooms should be clean and in good working order. Typical assets to be inspected and maintained include:

  • Toilets
  • Leaks
  • Stall doors
  • Sinks
  • Cleaning and/or attendant schedule 

Rooms – This is where a hotel or resort can make the biggest impact during the holiday season. The top 5 hotel room maintenance issues are:

  • Noise – internal and external
  • Dirty rooms including carpet, bedding, fans, non-working room amenities
  • HVAC issues ranging from noise to temperature controls
  • Room smells coming from smokers, musty air, animals and mildew
  • Insects and other pests including ants, bedbugs and mice

Common areas – Common areas represent the first impression a guest will experience when entering the hotel. They also have the greatest potential for liability should an accident claim be filed for negligence. Therefore, it is important to make sure hotels are performing preventive maintenance on assets such as:

  • Elevators
  • Parking areas
  • Safety equipment such as fire extinguishers
  • Railings
  • Carpet
  • Lobby

Organizing Hotel Maintenance

Maintenance planning needs to be more than a plan but a proactive approach. With thousands of assets, millions of dollars in utility bills and tight capital budgets at risk, it is critical that hotel maintenance be organized, efficient and effective.

Using a CMMS for hotels is ideal because it will provide the work management tools needed to have proactive maintenance. CMMS systems accomplish this through automation, computerized scheduling and detailed record keeping. Some of the benefits of a quality CMMS solution include but are not limited to:

  • Creating a database of asset details such as location, description, purchase date, vendor, serial number, date installed, cost, contracts etc.
  • Automating work management such as work requests, work orders and hotel asset inspections. This also sharply reduces paper flow lowering costs and increasing labor efficiency.
  • Collecting the work history of each asset in order to provide customized reports on trends to make repair, replace or refurbish decisions.
  • Integrates handheld devices to expedite and enable mobile maintenance work such as hotel work requests, work orders, inspection checklist and preventive maintenance.

It is important to realize that a CMMS can be a powerful tool for facility owners and engineers if used properly and on a consistent basis.

A CMMS is constantly evolving with new additions to its technology especially in the forms of mobile applications. This tool requires a good maintenance plan, adequate training, and management skill to integrate into the everyday work management.

This system is extremely helpful during the holidays, but it a year-round tool that can save hotels substantial operating dollars through better energy efficiency, fewer major repairs and lower labor expenses.